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Sickness billing format for client for non-profit organizations

When you're starting a non-profit, there are  several documents that you need to file to   achieve your tax-exempt non-profit status but  your work's not over after that each year you   also need to file a series of documents or take  care of some other compliance issues in order to   maintain your non-profit status so in this video  we're going to go through a checklist of what some   of those compliance items are so that you can  make sure to keep your non-profit status okay Welcome or welcome back! If we haven't  met before my name is Amber Melanie   Smith. I'm a non-profit founder and  also social impact YouTuber who makes   these videos to help others who want to start  a non-profit or social enterprise organization   make an impact through a socially conscious or  socially responsible business and more I hope   that you find this useful and helpful don't forget  to give it a like And subscribe to my channel for   more content like this also if you are trying to  start a non-profit and figure some things out such   as developing a sustainable fundraising plan check  out my website FounderToFulltime.com or have some   online trainings that maybe will help you out oh  and I also have a super cool newsletter that you   can subscribe to at the link below this video  where I share tips and resources and sometimes   funding opportunities that might help out your  special cause so check that out and of course   you can opt out anytime all right so as you know  non-profit organizations must comply with various   um regulations and legal requirements  in order to protect their non-profit   status and avoid penalties in this video I'm  going to first talk through or at least recap   um three of the compliance items that you need  to take care of while you're in the process of   starting a non-profit and then I'm going to follow  that up with six things that you need to be on the   lookout for each year to file and take care of  to make sure you maintain your non-profit status   I do want to offer a quick disclaimer before I  jump into this checklist and that is that these   rules and regulations might vary depending on the  specific state or region that you're in especially   if you're in the United States or outside of the  United States so what you're going to want to do   is note these different compliance items and  then make sure that you're just checking the   research to see if there's a correlating policy  or rule specific to your region or state all   right let's get into the three that you need  to make sure that you are taken care of when   you're starting a non-profit the first is going  to be registration and incorporation especially   in the United States you have to incorporate as  a non-profit organization in your specific state   that is often one of the first steps to starting  or filing to become an official non-profit some of   the things involved with this include filling out  your Articles of Incorporation document developing   your bylaws typically with your newly recruited  board of directors and then filing the specific   registration paperwork for your state a lot of  people have the misconception that once you've   taken care of this incorporation step you are now  a non-profit officially in the United States but   that is not entirely true because the step after  that is Step number two compliance item number two   is filing for your actual tax exempt status with  the federal government so first you took care of   your State registration incorporation now you want  to to get recognized as an official non-profit on   a federal level to the IRS so this is usually form  1023 or some variation of that depending on your   situation assuming that you are filing to become  a 501c3 public charity there are a couple things   that you need to make sure align in order to be  able to get this compliance item taken care of   to get your tax exempt status you need to have an  organization that is organized for public serving   charitable purpose so this is not for where you  file to be a business or a for-profit entity this   is for the non-profit entity you will need to have  certain items developed at least to some basic   degree in order to complete the forms required  like a basic budget for your organization even if   it changes later you just have to have a basic one  you need to be able to comply with the lobbying   rules that are applicable to 501c3 nonprofits and  more you'll see a lot of these things laid out on   form 1023 if you just go to the IRS website  assuming you're in the United States you can   just download the latest version of The Forum and  get a sense of all the different questions it's   going to ask you the third item you need to take  care of while you're in the process of starting a   non-profit is your fundraising licensing this is  going to be relevant to Most states in the United   States but basically you can't just start asking  for money as soon as you become a non-profit if   you have to ing to your state be able to  have this license so it's a license to basically   ask for money or solicit money so check out your  secretary of state's website for your specific   State and it should give you instructions on how  to file for this special license to be able to   fundraise and solicit money from potential donors  all right so those are three key things you need   to think through when you're starting a non-profit  but what about after that let's talk through some   of those ongoing or yearly compliance items that  you're going to need to be on the lookout for and   make sure that you are set up to take care of the  first item on this list is financial reporting   and transparency as a non-profit you have to  be transparent about how you're spending the   money that comes in and where you're getting the  money that's coming in so each year you're going   to need to make sure that you have regularly  kept up with your financial records that you're   tracking all of your income that you're tracking  all of your expenses you're producing Financial   reports this is something that you really should  be going through and analyzing with your board   on a regular basis anyway to see how you're doing  financially but you do also have to submit annual   tax forms as a non-profit to the IRS so make sure  that you're keeping all those things up to date   and some some regions also go so far as to ask for  an audit which is a lot more in-depth but that's   another reason that you want to basically  hang on to every receipt and have a solid   accounting system in place to be able to produce  these reliable Financial reports the second is   governance and board of directors responsibilities  so it's the board's job to be responsible for the   organization to uphold the legal and fiduciary  duties that the organization needs them to so as   part of that compliance includes having regular  board meetings keeping board meeting minutes   which the IRS can request during an audit so you  want to be sure that you're at least keeping some   basic meeting minutes that are recording who is in  attendance and anything that was voted on by the   board and who voted for what items like that you  also have to uphold your board's structure so for   example if you said in your organization bylaws  we're going to have at least seven board members   and no more than 15 board members at all times  you can't dip below seven board members or you   will be in violation of your own bylaws which the  IRS does not like another thing the Board needs to   be responsible for developing and updating regular  regularly based on the needs of the organization   is policy documents things like a code of ethics  and a conflict of interest policy so what does   your board do when there's a potential conflict  of interest such as a board member has a separate   private business entity and your non-profit is  thinking of hiring a business that provides that   same service does that board member get to  have their business provide the service and   receive payment for that that would be considered  a potential conflict of interest so you just need   to have what you do in that situation written out  and your organization and Board needs to be able   to adhere to it at all times the third compliance  area that your nonprofit needs to be aware of is   employment and labor laws so if your organization  has staff or is thinking of bringing on staff it's   a really good idea for you to familiarize yourself  with the basics of this your organization just   like any organization or any business would be  responsible for upholding some basic employment   laws such as making sure you're meeting or  exceeding minimum wage making sure you're   adhering to workplace safety rules and of course  anti-discrimination laws some of this is going   to require you to develop and continuously update  documents related to hiring people such as having   written and up-to-date job descriptions employment  contracts making sure that you are up to date on   all the latest laws related to hiring whether your  state has specific rules around how you're able to   terminate employees and any employee benefits  that they might be required by law to receive   the fourth area of compliance is related to  fundraising so something you really need to think   about is that you're responsible for preparing  and providing donors to your organization with   a record of their donations usually before the  end of January so that they can account for these   things in their own personal taxes you need to be  making sure that all of your documents your web   pages Etc are also transparent about what types  of donations are tax exempt for example let's say   um a business wants to sponsor an event but as  part of the sponsorship they're going to get   two tickets to the event valued at a hundred  dollars each well you need to transparently   disclose on your documentation to them that  that 200 worth of tickets is not counted as   part of the tax deductible donation it needs to be  subtracted from the total donation they gave and   that remaining amount is what is tax deductible  so transparency is a big theme here but another   thing to remember is that solicitation license  that I told you had to get towards the beginning   of your non-profit Journey me well you have to  renew that each year also you have to show your   secretary of state that you are still an active  non-profit and to be able to continue fundraising   you have to get that uh charitable solicitation  license again each year there's a small fee for   it as well I think Most states or many states are  allowing you to renew that online um sometimes it   requires uh you to mail stuff in so just know what  your State's rules are fifth area of compliance on   this list is privacy and data protection you are  responsible for keeping your contacts and your   donors contact information private and safe and  secure not only are you supposed to do this uh for   compliance but it's also just a really good idea  so that you can maintain the trust of your donors   and supporters and not just donors you also want  to make sure that you're protecting the private   information related to the clients that you're  serving especially those who may be part of a   vulnerable population depending on your area you  want to make sure that you are in compliance with   things like the general data protection regulation  and anti-spam laws making sure that people have   a way to opt out of receiving newsletters  and communication from you too sixth is you   need to consider whether your specific Mission  has additional compliance or regulation things   to be concerned with if you are for example in a  non-profit that has an a mission related to health   care or education or environmental organizations  there may be other laws or regulations that your   organization needs to be aware of and be able to  comply with so be sure to do your research related   to your specific Mission as well so I know it can  feel like a lot I will tell you as someone who   has started a non-profit and has had to keep  up with some of these compliance items every   every single year once you get into a rhythm  of it it can feel a bit more manageable I'd   love to hear your thoughts in the comments some  of these items if you have questions or if you   have concerns about specific ones or maybe you're  just a compliance rock star and you want to share   all about that too drop that in the comments below  as I mentioned before if you are in the process of   starting a non-profit or developing a sustainable  fundraising plan be sure to check out my website   FounderToFulltime.com where I have those online  trainings and support resources for you and   my newsletter you can subscribe using the link  below this video like I said I send out tips and   resources and sometimes funding opportunities that  I come across be sure to check that out subscribe   and you can opt out any time last thing I have a  group on Facebook called Change the World or Bust   we have several thousand folks from around  the world hanging out in there sharing what   they're working on to make an impact in the world  would love for you to join us to come on by over   there that's all I have for you today I'm Amber  Melanie Smith, and I'll see you next time bye!